Type of Appointment: Full-Time, Probationary 

Job Classification: Confidential Administrative Support II 

Anticipated Hiring Range: Up to $97,812 annually (Commensurate with qualifications and experience)

Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified 

Recruitment Closing Date: April 28, 2025

 

THE DEPARTMENT:

The Division of Administrative Affairs provides strategic leadership and operational support to ensure the efficient management of the university’s financial, physical, and administrative resources. The division encompasses a broad range of critical units, including Budget, Finance, Risk Management, Facilities, University Police, Parking Services, Procurement, Environmental Health and Safety, Internal Audit, and Continuous Improvement. Together, these units work collaboratively to support the university’s mission by promoting fiscal responsibility, mitigating risks, enhancing campus operations, and fostering a safe and sustainable environment.

 

DUTIES AND RESPONSIBILITIES: 

Fiscal Resource Administration, Planning, Analysis, and Reporting 

• Serve as the primary contact for the Vice President’s Office budget and division-wide fiscal operations for Administrative Affairs under the direction of the Vice President for Administration and Finance and the VP’s Chief of Staff
• Administer the annual budget and spending plans for the Vice President’s Office and the division, providing guidance on budgetary policies, procedures, planning, analysis, and reporting to administrative and budget personnel within the division.
• Develop and manage annual budget requests and allocations for the division, including operating, capital, and one-time funding requests. Analyze and maintain baseline budgets, monitor expenditures, and prepare targeted studies for effective decision-making.
• Prepare monthly financials for presentation to the Vice President, Chief of Staff, and division management team for review and tracking purposes.
• Use financial systems such as PeopleSoft Finance, Tableau, Questica, and related tools to perform detailed budget analysis, reconciliation, forecasting, and reporting. Provide training and support to appropriate staff within the division of Administrative Affairs to ensure effective use of reporting tools.
• Provide financial and managerial analysis to support division-wide budgetary decisions, including forecasting revenues, managing expenditures, and monitoring position control (salaries and benefits).
• Deliver training and set deadlines for departments to prepare financial projections, budget variance reports, forecasting, year-end projections, salary savings projections and resource deployment plans and financial proformas for capital projects and auxiliary enterprise units within the division.
• Review and analyze budgetary requests and changes, making recommendations for cash transfers, budget transfers, position budget moves, and related actions.
• Participate in division-wide budget planning sessions, including reviews of operating and equipment budgets and staffing plans.
• Prepare and present the division budget recommendations to the Vice President, incorporating historical trends, planning assumptions, and multi-year forecasts.
• Manage multiple funding sources, including state-side (undesignated, designated, and fees), Auxiliary Enterprise, and Auxiliary Organization funds, ensuring proper allocation for expenditures such as personnel, reimbursements, vendor invoices, and special events.
• Research discrepancies and collaborate with division management to resolve budget-related issues and provide updates to the Vice President and Chief of Staff on significant developments.
• Develop and maintain standardized financial processes, tools, and templates to promote consistency and efficiency across divisional units.
• Prepare, process, and maintain accounting records, including general fiscal records, budget forms, position status reports, disbursement vouchers, requisitions, purchase orders, invoices, journal entries, budget transfer, position budget adjustments, and billing requests.

 

Position Management

• Oversee all aspects of position budget management and control for the division, including detailed position tracking and strategic analysis of staffing needs, including preparation of salary and benefit projections. Prepare, analyze, and verify position reports, including monthly tracking of salary expense and salary savings.
• Initiate, review, and act on personnel and position budget activities, including new position requests, reclassifications, temporary or permanent increases, working title changes, and stipends, ensuring alignment with division objectives and compliance with policies.
• Establish and update position records, including creating and maintaining position numbers. Maintain knowledge of CSU job classification standards, salary rates and ranges to make informed recommendations about position requests, requirements, and to assist with drafting, maintaining, and updating position descriptions.
• Collaborate with division management to develop and maintain strategic staffing plans that align with personnel budgets and divisional goals.
• Monitor and maintain accurate position budget data to support informed decision-making and ensure compliance with institutional and divisional policies.

 

Division Operations, Support, and Other Duties

• Serve as a resource for establishing and updating university policies, procedures, and Presidential Orders based on Chancellor’s Office executive orders, policies, regulations and laws; assist with maintaining delegations of authority for the university and division.
• Oversee complex projects requiring considerable coordination with campus constituents as well as the CSU Chancellor’s Office staff as appropriate.
• Prepare schedules, reports, and other documentation for internal and external audits.
• Represent the division on university committees, as well as participate and serve on search and peer review committees.
• Research, compile, and draft information for reports, presentations, and projects; assure proper format, accuracy and completeness.
• Prepare and process a variety of correspondence and documents.
• Assist with office coverage, including answering VP Admin Office phones, and monitoring VP Admin Office email.
• Perform relevant additional duties as assigned by the Vice President or Chief of Staff.

 

 

QUALIFICATIONS:

• Bachelor's Degree - or equivalent from an accredited institution in accounting, business administration, or a related field. Or a combination of education and experience which provide the required knowledge and abilities.
• Three (3) years of progressively responsible analytical experience in a higher education or similarly demanding setting, including two years performing work involving the preparation, justification and analysis, or the control and administration of a comprehensive budget, financial reports, and staffing analysis and training/advising department heads on budget issues, preparation, and tracking.
• Thorough knowledge of the principles and practices of governmental budgeting and accounting; working knowledge of the principles and practices of public finance, knowledge of the financial structure and financial procedures of California higher education, general knowledge of the laws relating to financial administration of the State; general knowledge of the principles of organization and management; working knowledge or research techniques and statistical principles and procedures.
• Ability to analyze and review the budgets and financial practices of the University, the Division, and the individual departments; ability to analyze situations accurately and to develop an effective course of action.
• Ability to review financial documents for accuracy, completeness, validity, and adherence to standards; compute and post figures rapidly and accurately; maintain files and records; identify, trace and correct errors; follow directions; and interpret and apply written rules and regulations. Ability to analyze data and make projections using business mathematics and basic statistical techniques.
• Exceptional organizational and time management skills to effectively and independently prioritize work and meet deadlines, handle multiple tasks, and complete assignments with a high standard of accuracy and attention to detail.
• Ability to maintain composure with shifting demands, conflicting priorities, short deadlines, and/or difficult people.
• Strong interpersonal skills to interact effectively with people from diverse backgrounds, with many different needs, and at various levels within the organization. Demonstrate political acumen and highly refined communication skills to work effectively in an executive-level office environment. Strong problem-solving skills with the ability to use insight, tact, and diplomacy to facilitate positive outcomes.
• Demonstrated ability to prepare and present training and other materials to various audiences.
• Analytical skills to research, synthesize, and summarize complex and technical information.
• Advance knowledge of spreadsheets including ability to sort and analyze massive query data utilizing pivot tables, linking worksheets and files for consolidated reporting.
• Ability to make independent decisions and exercise sound judgment.

 

 

PREFERRED EXPERIENCE: 

• An advanced degree in Business, Finance, Public Administration or related field.
• Previous experience in public higher education, preferably in the budget and/or finance area.
• Experience creating and/or updating financial and operational analysis, performing financial activities in support of various functions, including budgeting, auditing, and financial reporting.
• Experience in complex statistical and financial analysis reporting. Experience working with PeopleSoft/Oracle Financial Management System, Questica, Tableau, or other related financial management systems.
• Working knowledge of the financial procedures of the CSU.

 

 

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California.   The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the CSU Out-of-State Employment Policy. 

 

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the CSU Background Check Policy.

 

CSU Classification Salary Range

This position is part of the Confidentials (C99) bargaining unit. The CSU Classification Standards for this position are located on the CSU Classification Standards website. The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,687 and maximum $11,223 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

 

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.  For more information, go to the Acceptable I-9 website. 

 

University Driving Requirements

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

 

Security & Fire Safety 

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

 

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.  For more information, see the Pay Transparency Nondiscrimination Provision poster.

 

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

 

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. 

 

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.